Multi-Function Printer usage within medium and small businesses has changed substantially since they were first invented. The needs faced within businesses has created change for the Multi-Function Printers, so much so in fact that they are now known as Multi-Function Devices. In the past, output has been the primary task for the Multi-Function Printers, but many of today’s industries are focusing on the input power of the Multi-Function Devices. (IDC research suggest that retail/wholesale, financial/insurance and education are the industries that are most likely to use this type of scanning technology on a day to day basis.
The importance of scanning also comes into play in the medical community. Many small medical facilities can use this technology to digitize patient records, invoices and employee records. The benefits can span over human resource needs, billing, shipping/receiving, to even direct patient care needs. Though, no matter what the business, it is likely that scanning is necessary to reach maximum efficiency. This changing industry demands innovative scanning solutions, and each kind of scanner can offer a wide spectrum of individual benefits that fit the needs of your company.
To tackle your needs as a business when it comes to copying, printing, and scanning, going back to the basics is the best place to start. Who, why, what, where, and how are the questions each business needs to ask itself when considering the productivity of creating documents that are able to fluidly be transformed from paper to paper, electronic to paper, or vice versa.
- Who needs it? Depending on the amount of people/departments who need to use the scanner(s) and the nature of their job for those people/departments will determine what kind of scanners and software your business needs. The larger your need for the scanners, the larger the need for a streamlined process will be.
- Why do you need to scan? Most situations include either scanning to stay within compliance standards, scanning in order to ease workloads, or scanning in order to get more information available to more people simultaneously. The job you expect your scanner to do will determine what kind of scanner works best for you. Consider many features of the scanner before purchasing, such as connectivity, uploading capabilities, security/encryption, image quality, and last but certainly not least, the overall functionality within your workplace.
- What do you need to do with it? Perhaps your company just needs to back up information, in which case a simple scanner may do just fine. Though, in some cases, companies need more from their scanner, such as taking scanned images and turning them into workable documents instantaneously, in which case you will need a specialized OCR scanner.
- Where will the scans be stored? There are many different options of how to upload scans including through email, directly to a hard drive, or directly to cloud storage. Many scanners today have smart link options that allow these documents to be directly uploaded to the cloud.
- How will the scans be found? The dark abyss of data can be hard to sift through. Many times, SMBs have reported a common issue – The scan completes, and then it is nowhere to be found. Making sure that the indexing and filing is correct will help your employees find their scans effectively. This also helps with overall workflow and ease of use.
The take away:
Making information mobile, accessible, and usable is needed to conduct many types of day to day actions of businesses. Scanning is a delicate mixture, much like your favorite pastry. Not enough heat in the oven, or too much salt can ruin the pastry. Scanning, to be effective and intuitive, needs to have multiple capabilities that fit your business’ needs, but also not too complicated. Considering the who, why, what, where and how will help determine that fit.
That’s where we can help. The bottom line: If growing your business, while controlling costs, is on your mind, it’s time to talk with Stratix Systems.
Want to know more?
Our experienced systems experts would be happy to answer your questions, help you explore your options and develop a customized plan for you. Learn more at stratixsystems.com or call us toll-free 1-800-444-2943.